Adding Email Disclaimer Text With The IMS Extension In MS Exchange 5.5
The casual nature of email belies the fact that an electronic message is still, in a business context, a legally binding document, and newspaper stories about the legal issues raised by email are becoming increasingly common. While most people can happily dismiss these stories as 'a sign of the times', to the Exchange Administrator they can be a potential source of dismay.
Fig. 1 - An example of a simple disclaimer.
Before you begin, you need to be aware that the message in this article is intended only as an example. It is very unlikely that this particular message will satisfy all your legal requirements, so you will need to compose a message that is more applicable to your organization and its business. The configuration described also requires that Exchange has had at least Service Pack 1 applied.
Fig. 2 - Registering the IMS Extension DLL.
Next, you will need to make a small modification to your IMC configuration in the Exchange Administrator program. Expand the Directory tree in the left-hand window until you can see the Connections container. Click on the Connections container.
Fig. 3 - The IMC in the Connections container.
Double-click the IMC to open its property pages and then click on the 'Routing' tab to reveal the Routing property page shown in figure 4. You need to specify that the IMS Extension is the custom routing program for the IMC, but you have to leave the checkbox next to 'Instead of the table, use this custom routing program:' unchecked, otherwise your routing table will be disabled. It is a feature of the service pack that allows us to use IMSEXT as the routing program (by means of the registry entries) and still retain a working routing table.
To make the configuration, then, you need to check the checkbox, click the Browse button, navigate to the directory containing the DLL, and finally uncheck the checkbox again.
Fig. 4 - The Routing property page of the IMC.
Next, you will need to create two registry values. You can either create them directly in regedit, or create a .REG file and merge the contents by double-clicking on it.
The values that you need to create are:
A string value named NonRoutingExtensionDLL in
Its value should be the full pathname to the DLL, i.e.
And a string value named OutBoundAppend in
(You will need to create the 'Extension' key)
Its value should be the text, in Rich-Text Format, of the message you wish to append to your outgoing emails. IMSEXT only supports a small subset of RTF, so you cannot use it to specify fonts etc., but you should be aware that carriage returns are entered as \par , followed by a space.
If you wish to take the .REG file route, you can do this in Notepad as shown in figure 5. You should note that in this illustration, Notepad has word-wrap turned off so that you can see it more clearly. There are actually only seven keyboard-typed new lines in the file (they are marked with a red dot in figure 6), you should NOT enter line-feeds while you are typing in the message text. Also note that the backslash character \ needs to be entered twice in .REG file string values, so \par needs to be entered as \\par . Please check and double-check your typing before you attempt to merge it.
Fig. 5 - Creating a .REG file in Notepad (word-wrap view).
Fig. 6 - Line-feeds should only be typed at the places marked in red.
Lastly, you need to stop and restart the MS Internet mail Service using the Services applet in the Windows NT Control Panel.
Fig. 7 - The IMC restart warning message.